Job Description: Assistant Procurement / Senior Purchase Executive
Job Summary
The Assistant Procurement / Senior Purchase Executive is responsible for managing procurement activities, supplier coordination, purchase planning, and cost-effective sourcing of materials, equipment, and services. The role ensures timely availability of required items while maintaining quality standards, competitive pricing, and compliance with company procurement policies.
Key Responsibilities
Procurement & Purchasing Operations
- Handle end-to-end procurement activities including sourcing, quotation evaluation, negotiation, purchase order processing, and supplier follow-up.
- Review purchase requisitions and ensure materials/services are procured according to project and operational requirements.
- Identify potential suppliers and evaluate vendors based on quality, cost, delivery, and reliability.
- Obtain and analyze quotations from suppliers and prepare comparison statements.
- Negotiate prices, payment terms, delivery schedules, and contractual conditions with suppliers.
- Prepare and issue purchase orders (POs) after obtaining necessary approvals.
- Monitor purchase orders and ensure timely delivery of materials and services.
- Coordinate with suppliers, warehouses, project teams, and finance departments to resolve procurement-related issues.
Supplier Management
- Develop and maintain strong relationships with suppliers and subcontractors.
- Maintain updated supplier databases, vendor records, and procurement documentation.
- Evaluate supplier performance and support vendor improvement initiatives.
- Manage supplier inquiries, complaints, and delivery-related concerns.
Cost Control & Documentation
- Support cost-saving initiatives through effective sourcing and negotiation.
- Ensure procurement activities comply with company procedures, budgets, and approval processes.
- Maintain accurate records of quotations, purchase orders, invoices, and procurement reports.
- Monitor market trends, pricing changes, and availability of key materials.
- Assist in preparing procurement reports and analysis for management review.
Coordination & Compliance
- Coordinate with internal departments to understand material requirements and delivery priorities.
- Ensure purchased materials meet approved specifications, quality standards, and project requirements.
- Support audits by maintaining proper procurement documentation.
- Ensure compliance with company policies, ethical procurement practices, and applicable regulations.
- Perform other procurement-related duties assigned by management.
Required Qualifications
- Bachelor's Degree or Diploma in Supply Chain Management, Business Administration, Commerce, Engineering, or a related field.
- 4–8 years of experience in procurement, purchasing, or supply chain functions.
- Strong experience in sourcing, vendor management, negotiation, and purchase order processes.
- Knowledge of procurement procedures, inventory management, and supplier evaluation.
- Experience with ERP systems such as SAP, Oracle, Microsoft Dynamics, or similar platforms is preferred.
- Proficiency in Microsoft Office, especially Excel.
Preferred Skills
- Strong negotiation and communication skills.
- Good analytical and problem-solving abilities.
- Excellent supplier relationship management skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple purchase requirements and meet deadlines.
- Good understanding of cost control and market analysis.
- Ability to work independently and coordinate with multiple departments.
Key Performance Indicators (KPIs)
- Timely procurement and delivery of materials.
- Cost savings achieved through negotiation and sourcing strategies.
- Supplier performance and reliability.
- Accuracy of purchase documentation and records.
- Compliance with procurement policies and procedures.
- Reduction in procurement delays and supply interruptions.
- Internal stakeholder satisfaction.
Working Conditions
- Office-based role with regular coordination with suppliers, warehouses, project teams, and finance departments.
- May require occasional visits to suppliers, warehouses, or project sites.
- May require extended working hours during urgent procurement activities or project deadlines.
